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Administrative Assistant

Administrative Assistant

Robert HalfHayward, CA, US
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Job Description

Job Description

Robert Half's client in Hayward is in need of a contract to permanent administrative assistant that is bilingual in English and Spanish!

Administrative Assistant Duties Include :

1. Office Management and Organization

  • Order and maintain office supplies and equipment.
  • Organize and maintain filing systems, both physical and electronic.
  • Manage office schedules and appointments.
  • Ensure the office environment is clean, organized, and functional.

2. Communication Support

  • Answer and direct phone calls, emails, and other correspondence.
  • Screen calls, take messages, and forward information to relevant team members.
  • Draft, proofread, and send official correspondence, reports, and memos.
  • Handle inquiries from clients, customers, or other external parties.
  • Write letters and emails on behalf of other office staff
  • Provide assistance to employees and colleagues with their inquiries.

    • 3. Scheduling and Calendar Management

  • Coordinate and schedule meetings, conferences, and appointments.
  • Book and arrange travel logistics, including booking transportation and

    • accommodations.

  • Manage and update executive calendars and prioritize appointments.

    • 4. Document Preparation and Management

  • Prepare presentations, reports, and spreadsheets.
  • Create and maintain documents such as contracts, invoices, and official records.
  • Assist with document revisions, filing, and ensuring proper document storage.

    • Administrative Assistant Job Position Tasks

    5. Data Entry and Record Keeping

  • Input, update, and maintain accurate data in computer systems and databases.
  • Process forms, applications, and other administrative paperwork.
  • Payroll data entry.
  • Handle confidential information with discretion.

    • 6. Support for Meetings and Events

  • Organize logistics for meetings, conferences, and events.
  • Prepare meeting agendas, take minutes, and distribute post-meeting follow-ups.
  • Assist in event coordination, including catering, room setup, and materials

    • preparation.

    7. Financial Administration

  • Assist with budgeting, invoicing, and expense tracking.
  • Handle petty cash and process expense reports.
  • Support the preparation of financial reports or documents.

    • 8. Customer and Client Relations

  • Greet visitors and clients, directing them to appropriate individuals.
  • Address basic customer service inquiries.
  • Assist with client communications and follow-ups.

    • 9. Collaboration and Team Support

  • Support other team members by managing or assisting with administrative tasks.
  • Provide back-up support for other office staff when necessary.
  • Train coworkers and support the onboarding of new personnel.
  • Coordinate with various departments to ensure smooth workflow

    • If you are interested in this administrative assistant position, please submit your resume today!

  • Proven experience in administrative roles, demonstrating strong organizational skills.
  • Bilingual proficiency in Spanish and English, both written and verbal.
  • Expertise in data entry and record-keeping with attention to detail.
  • Proficiency in Microsoft Office Suite, including Word, Excel, and PowerPoint.
  • Ability to manage multiple tasks and priorities in a fast-paced environment.
  • Strong interpersonal and communication skills, both verbal and written.
  • Familiarity with scheduling, travel arrangements, and calendar management.
  • Experience handling confidential information with discretion and professionalism.
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    Administrative Assistant • Hayward, CA, US